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Overview of Project Management in the WU Libraries

Overview of Project Management in the WU Libraries. A practical approach. What is Project Management?. Planning , organizing and managing resources to bring about the successful completion of specific project goals and objectives. Projects …. Have specific objectives

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Overview of Project Management in the WU Libraries

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  1. Overview of Project Management in the WU Libraries A practical approach

  2. What is Project Management? Planning, organizing and managing resources to bring about the successful completion of specific project goals and objectives

  3. Projects … • Have specific objectives • Have defined start and stop dates • Are multifunctional/cut across units

  4. What we’ll cover today… • Simple project management model • Break it into steps • Two group exercises • Planning a project • Discussing human dimension

  5. Think about a project that went really well.

  6. Step 1: Getting Started …Broken Down into Steps

  7. Step 1: Getting Started …the basic map • Initiating Planning Executing Monitoring & Controlling Closing

  8. Step 1: Getting Started The rote depends upon the destination… http://youtu.be/S-aF4FSpsB8

  9. Step 1: Getting Started Know your stakeholders What is a stakeholder? • A person, group, or organization that has direct or indirect stake in an organization because it can affect or be affected by the organization’s actions, objectives, and policies. • Self-legitimizing – those who judge themselves to be stakeholders ARE stakeholders • All stakeholders are not equal

  10. Step 1: Getting Started Know your stakeholders

  11. Step 1: Getting Started Stakeholders handout

  12. Step 2: Building a team Building a Team

  13. Step 2: Building a team Have you… • Covered the knowledge areas • Reflected stakeholders • Planned for training time

  14. Step 3: Kick off Meeting Initiating Planning Executing Monitoring & Controlling Closing

  15. Step 3: Kick-off Meeting Set the Stage • Articulate the charge, the sponsor/client, what we’re expected to accomplish, by when. • Introduce team members. • If there are co-chairs, identify how each will operate.

  16. Step 3: Kick-off Meeting Discuss how to approach the project • Discuss how to best tackle the project- Is there more than one way to go? • If it’s a very complex project, or the time constraints are very tight, send out a rough plan before hand and discuss/critique it when you meet.

  17. Step 3: Kick-off Meeting Don’t forget the housekeeping… • Set up a site in Libworks • Agree on communications –via email, Libworks, etc. • Follow Effective Meeting Best Practices

  18. Exercise Part 1 Complete First Three Steps of Checklist:

  19. Step 4: Organizing the tasks

  20. Step 4: Organizing the tasks Initiating Planning Executing Monitoring & Controlling Closing

  21. Step 4: Organizing the tasks Organizing is a thought process • Tools support the thought process, not drive it • Underneath all the tools, you still have to: • Get it all out ‘on the wall’ • Decide how to divide up the work • Identify any critical milestones

  22. Step 4: Organizing the tasks Familiar Tools • Rough out planning • Paper • Post-its • Easels

  23. Step 4: Organizing the tasks Familiar Tools – White Board

  24. Step 4: Organizing the tasks Familiar Tools • Rough out planning- progress chart

  25. Step 4: Organizing the tasks Suggested Organizational Tools • Work Breakdown Structure • Process/flow chart • Gantt Chart

  26. Step 4: Organizing the tasks Work Breakdown Structure (WBS) What is a Work Breakdown Structure ? • Tool to help understand how smaller chunks of work come together to comprise larger sections of the project • Organizing tasks into increasingly small groups, or ‘work packages’ • Underneath each work package, there will be increasingly more detailed tasks/activities

  27. Step 4: Organizing the tasks Work Breakdown Structure • Organize project by task hierarchy

  28. Step 4: Organizing the tasks Process/Flow Chart • Organize project over time

  29. Step 4: Organizing the tasks Gantt Chart • A simple bar chart that depicts project tasks against a timeline Faculty Briefing

  30. Exercise Part 2 Complete Step 4 of Checklist: Step 4: Organizing the Work Create a Work Breakdown Structure for top 2-3 layers (See examples)

  31. Initiating Planning Executing Monitoring & Controlling Closing

  32. Step 5: Executing Executing the Work

  33. Step 6: Tracking Progress Digital tools – Microsoft Excel/Word • Task list dashboard • Can be used for quickly outlining tasks, delineating responsibility, checking task status

  34. Step 6: Tracking Progress Digital tools - Libworks • Task List

  35. Step 5: Tracking Progress Digital tools – Microsoft Project

  36. Step 6: Tracking Progress Digital tools - Basecamp

  37. Step 6: Tracking Progress Tracking Tools – When to Use

  38. Step 6: Tracking Progress Tracking is also a thought process • Tools support the process, not drive it • Underneath all the tools, you still have to: • Determine what tasks are tracked • Decide who is responsible • Denote task and milestone completion

  39. Exercise Part 3 Complete Step 6 of Checklist: Step6:

  40. Step 7: Dealing with the unexpected The Unexpected

  41. Step 7: Dealing with the unexpected Initiating Planning Executing Monitoring & Controlling Closing

  42. Step 7: Dealing with the unexpected Dealing with Risk Scenario: Winter Wedding in New England

  43. Step 7: Dealing with the unexpected Risk Identification • Predict what risks are possible and when they may occur

  44. Step 6: Dealing with the unexpected Risk Assessment • Prioritizing risks by likelihood of occurrence and potential impact BLIZZARD ILLNESS WRONG NAPKINS

  45. Step 7: Dealing with the unexpected Managing risk: the ‘iron triangle’ • Any adjustment in one of these factors will have an impact on the other 2

  46. Step 6: Dealing with the unexpected Risk Management -- Summary

  47. Exercise Part 4 Complete Step 7 of Checklist:

  48. Step 7: Wrapping and reporting Initiating Planning Executing Monitoring & Controlling Closing

  49. Step 8:Wrapping and Reporting Knowing when it’s over… • Did we accomplish our mission? • How formal is the output? • Do the stakeholders all know what happened? • Post-mortem • Archive documentation in Libworks

  50. Exercise Summary Present your projects… • Take 5 minutes to pull your project together • Walk through completed steps (highlights) • Share any problems encountered or insights gained • Pick a spokesperson • 5 minutes to share with class

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